chapter 3- data gathering and procedures.docx

7/23/2019 Chapter 3- Data Gathering and Procedures.docx

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3.0. Data Gathering Procedures and Output

The developers conducted an interview with one of the department heads to

describe the process how purchasing and inventory works. Here are the

questions they have prepared together with the answer of the department

head.

1. What are the departments that needs processed made by the

Purchasing department?

Every department that requires asset needs the Purchasing department.

Some are Engineering Department !SD Security Department "inance

Department H# Department $ccounting Department %&ce Services and

'arketing Department.

2. What is the medium used to contact the purchasing department

for a request of an asset?

(e have a Purchase #equisition )P#* "orm which comes into a printed form

that is provided to all departments of our corporation to list all their requests.

%nce a day the secretary of every department submits all the outgoing

Purchase #equisition "orm to the Purchasing Department and there is where

the process starts.

3. What is contained inside the Purchase equisition !orm?

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Shangri-La Plaza Corporation



Together with the requested item listed are the detailed speci+cations of

what the item should be. The +elds indicated on the P# form are the

following,

a. P.# #eference -umber,

b. #equisitioning Department

c. uantity

d. /nit

e. Description

f. uantity on Hand )0ast Purchase*

g. 0ast Purchase )0ast Purchase*

h. Purpose of Purchase

i. #emarks

1. $pproving bodies2 signatures

". Prior to recei#ing the P !orm$ %hat ne&t step is done by the

Purchasing Department?

"or goods values and services amounting to Php 344444 and above the

Purchasing department then sets a date to invite and meet the bidders to

prepare for a pre5bidding event to inform the vendors6contractors the

requirements of the requisitioning department. The requisitioning

department head is there to give every needed information by the bidders.

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Every contractor is to give their own proposal and quotation for the required

items. %nce the proposals and cost o7er of the contractors are given at the

set date of bidding the Purchasing Department then makes a 8anvass Sheet

and lay all the proposals and quotations that each bidder has given. $fter

laying the canvass sheet the Purchasing department again calls the bidders

for a clari+catory6e9plication meeting to provide the right item requested by

the requisitioning department. The Purchasing department eliminates the

bidders who can:t come up with the requirement or economic budget of the

requisitioning department then chooses the best vendor or contractor having

the best o7er. "or values and services below Php 344444 ;u7ered stocking

is implemented to avoid a long period before the requested item is shipped

to the requisitioning department.

'. Once the contractor %ins the bidding$ %hat is ne&t to the

process?

%nce the bidder is declared a winner in the bidding process the Purchasing

department will then issue a Purchase %rder to the winning bidder of the

items to be ordered or sometimes called the -TP or -otice to Proceed.

(. What is contained inside the Purchase Order !orm?

Together with the agreed items to be delivered by the contractor are these

+elds,

a. !tem code

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b. Description

c. uantity

d. /nit

e. /nit price

f. $mount

g. #ecipient information

h. Date

i. Total amount

1. !nstruction and conditions

k. $pproving bodies2 signature

). *fter a Purchase Order or +otice to Proceed is recei#ed by the

contractor$ %hat %i,, be done ne&t?

$fter receiving the Purchase %rder6-otice to Proceed the contractor should

send the items ordered to Shangri50a 8orporation at the date of arrival set by

Shangri50a Pla<a 8orporation.

-. Where %i,, the items de,i#ered be p,aced?

Every requisitioning department has their own !nventory Store #oom. The

items will be delivered to the !nventory Store #oom but will be inspected +rst

by the person in charge who manages the deliveries and di7erent processes

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that happens inside the !nventory Store #oom. ;efore receiving the items

the person in charge checks and veri+es the correctness of the delivered

item6s.

. What step is ne&t to recei#ing the items shipped?

The person in charge to the !nventory Store #oom opts the requisitioning

department to approve the item6s delivered then prepares the #"P or

#equest for Payment to be given to the $ccounting Department for the

payment of the delivered item6s. %nce the accounting department has

received the #equest for Payment )#"P* they issue a cheque to the

contractor who supplied the item6s needed.

10. What if the requisitioning department a,ready %ants to get the

item from the /n#entory tore oom?

They need to +ll out the 'S#S or the 'aterials6Supplies #equisition Slip and

submit it to the person in charge of the !nventory Store #oom. %nce the

!nventory 'anagement receives the 'S#S they will then send the item to

the requisitioning department and make changes to the inventory system

record.

11. What features does the /n#entory ystem ha#e for items that is

needed urgent,y?

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The !nventory System has a ;u7ered Stock System wherein they maintain a

speci+c number of items to the !nventory Store #oom so that they can

provide the request of the requisitioning department immediately for item6s

that are frequently being requested. The requisitioning department 1ust need

to submit an 'S#S or 'aterials6Supplies #equisition Slip to the !nventory

Store #oom for items under ;u7ered stock. So when the stock decreases its

maintained number of item6s stock it automatically generates Purchase

#equisition )P#* for a certain requisitioning department to be submitted to

the Purchasing Department after approving the P.#.

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chapter 3- data gathering and procedures.docx

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